1. talks! Disaster Planning: What Organizations Need to Know to Protect Their Tech Audio is only available by calling this number: Conference Call: 866-740-1260 Access Code: 6339349 Sponsored by

2. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Using ReadyTalk Chat & raise hand Mute = *6, Unmute = *7 If you lose your Internet connection, reconnect using the link emailed to you. If you lose your phone connection, re-dial the phone number and re-join. ReadyTalk support: 800-843-9166

3. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 You are being recorded… This seminar will be available on the TechSoup website along with past webinar presentations: –www.techsoup.org/go/webinars You will receive a link to this presentation, material and links. Twitter hashtag: #tsdp Ask follow-up questions in the Tech Planning Forum: –http://tinyurl.com/nmoema

4. talks! Facilitator:Becky Wiegand (TechSoup) Presenters: Michelle Baldwin, Chris Shipley, Elliot Harmon Sponsored by Disaster Planning: What Organizations Need to Know to Protect Their Tech

5. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Today’s Speakers Answering chat questions: Kami Griffiths, TechSoup Becky Wiegand TechSoup Michelle Baldwin V.I.S.T.O. Chris Shipley Nutmeg Consulting Elliot Harmon TechSoup

6. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Agenda Why plan for the worst? How to create your own plan Examples Resources Q&A

7. talks! Sponsored by Why do organizations need a plan?

8. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 flickr.com/arielarielariel (Creative Commons)

9. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Whether big disasters… flickr.com/ministrylink (Creative Commons)

10. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Or little… flickr.com/splorp (Creative Commons )

11. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 …It pays to be prepared. Either way, if you have a solid prevention plan in place, you can mitigate a disaster and recover easier and faster, keeping your organization nimble and able to continue your critical work. flickr.com/bartmaguire (Creative Commons)

12. talks! Sponsored by How to create your own plan

13. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Overview of Areas Communications – internal and external Documentation Backup Policies to prevent human-made disasters

14. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Communications – Internal and External How does your organization communicate? What contingency plans are in place for a change in available services? –Need to vacate main office –Loss or intermittent Internet availability –Drop in mobile phone services –Landlines become unavailable

15. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Communications – Options & Education Keep multiple routes of communication available and interconnected Educate your key stakeholders and test where to look for communication from you before they need it. flickr.com/deivorytower (Creative Commons)

16. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Communications – Unified Comm Unified Communications –UC refers to a broad range of technologies and business practices that allow for continuity among multiple forms of communication. Hosted Voice Over IP (VoIP) services Local VoIP implementations Online telephony services (Google Voice, RingCentral, etc.) –Work can continue if phone service is interrupted or staff needs to vacate the office.

17. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Communications – Alerting Stakeholders How will you keep donors, volunteers, beneficiaries, and friends of your organization informed during an emergency? –Sudden changes to your organization’s services. –Status of recovery and rebuilding –Time-sensitive requests (for donations, work, or needed items)

18. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Communications – Outreach Email newsletter Coordinating efforts with other organizations in your area Social media strategy –Social media is often discussed as a marketing venue for nonprofits, but you can use it to get urgent messages out quickly too. –TechSoup resources Eight Secrets of Effective Online Networking New Media, Old Media, and Your Nonprofit

19. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 http://backup.idiolexicon.com/

20. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Documentation During an emergency, you’ll be glad you documented your systems and procedures clearly, thoroughly, and accessibly. flickr.com/stian_olsen (Creative Commons)

21. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 What to Document –Warranties and receipts for computers and peripherals –Information about where, how, and how frequently your data is stored and backed up –Instructions for how to restore your data –Passwords for encrypted data –Contact information for any employees, volunteers, or consultants who maintain your organization’s tech infrastructure –A phone tree that includes home and cell phone numbers for all staff. The phone tree should follow your normal chain of management, with each manager contacting her direct reports in case of an emergency. –Login information for administrative accounts on all computers –Login information for web hosting and backup services –Contact information for web hosting and backup services –Software registration information, including keys

22. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Where to Keep Documentation –Hard copies Keep in a waterproof safe or safe deposit box –“The Master Key” Encrypted USB flash drive –Online But be sure it’s encrypted!

23. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Documentation – Encryption MS Office 2003 includes professional encryption, but not by default. Default encryption is lower-quality. See instructions in The Resilient Organization, Chapter 4.

24. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 What to Backup Secure backup strategies include onsite and offsite backups, with the critical components updated frequently. What to back up –User data on all computers –Home computers and handheld devices If working on personal computers or other device, include work files in the backup plan. Website –Find out how frequently your web hosting service performs backups –Even if your web host performs regular backups, there are benefits to storing a local copy of your site.

25. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Additional Backup Documentation Internal data –Any data that’s not stored on computer? Government forms Contracts Leases HR records Email Bookmarks –Switch to a non-local social bookmarking service

26. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Test Your Backups Test your backups before you need them. –Test your backups before you need them. Where to back up –Local Backup “The 2x2 Rule” –Remote Backup  Keep Your Friends Close and Your Backups Distant In the wake of Hurricane Ike, one organization we spoke with had displaced staff working remotely in four different cities. One staff person reminded us that if you ’ re storing your backups in the same city as your office computers, there ’ s a danger that one catastrophe will destroy both: “ Consider your entire city a potential point of failure! ” This advice can also apply to remote backup and web hosting services. The Resilient Organization, page 25

27. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Policies to Prevent Human-Made Disasters Protect critical organization logins –Avoid auto-logins for sensitive data –Use different passwords –Use multiple passwords to minimize a security breach. –Don’t use the same passwords for “nuisance logins” that you use for important ones. Article: Password Tips for Privacy http://www.techsoup.org/learningcenter/internet/pa ge6912.cfm

28. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Policies to Prevent Human-Made Disasters End-of-Employment Policy –Archive former employee’s email (don’t delete). Forward emails to their manager. –Change all passwords. If applicable, have them make a list of all accounts and passwords set up for the organization. –Back up their computer. Reformat before giving it to another employee. –Keep an updated list of contact info for former employees. * These measures do not denote mistrust of the former employee. They provide for a smooth transition for all.

29. talks! Sponsored by Examples and resources

30. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 What Worked for One “One of the most critical purchases that we made was the Data Protection Manager (DPM) software for doing shadow copy/replica backups of our files. It allowed us to take our data and save it off-site by having each site have its own DPM server located at the opposite site. It also allowed our user base to recover different versions of documents if they were accidentally overwritten or deleted.“ -- Freestore Food Bank http://www.showyourimpact.org/raising-barhttp://www.showyourimpact.org/raising-bar Winner of the TechSoup-Microsoft Show Your Impact Story Contest

31. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 More Resources Disaster Planning and Recovery Toolkit http://www.techsoup.org/toolkits/disasterplan/index.cfm Unified Communications Options for Nonprofits http://www.techsoup.org/learningcenter/networks/pag e11697.cfm Backing Up Your Data http://www.techsoup.org/learningcenter/software/pag e6089.cfm The No-Excuses Guide to Automated Online Backup http://www.techsoup.org/learningcenter/software/pag e6089.cfm Share your own resources with the tsdp tag http://delicious.com/tag/tsdp

32. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 More Resources SANS Institute for freely editable IT policies and a disaster plan template http://www.sans.org/resources/policies http://www.sans.org/resources/policies IronKey for hardware encrypted USB flash memory (documentation and encrypting the master key) https://www.ironkey.com/https://www.ironkey.com/ Volunteers in Service to Others www.vistohelps.com www.vistohelps.com Nutmeg Consulting www.nutmegit.comwww.nutmegit.com

33. talks! Questions? Submit your questions using the chat box.

34. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Free Backup System Webinar Join us for the second part of our free disaster planning webinar series next Thursday, August 27 at 11 a.m. Pacific. Disaster Planning: Backup, Backup, Backup! https://cc.readytalk.com/r/swjbuqg4e6rq

35. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Continue the Discussion… Thanks to our presenters, Chris, Michelle, and Elliot! Thanks to Kami Griffiths for managing the chat! Twitter hashtag: #tsdp Ask follow-up questions in the Tech Planning Forum: –http://tinyurl.com/nmoema

36. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Thanks to Our Planning Partners! Cisco http://www.cisco.com/http://www.cisco.com/ Collaborating Agencies Responding to Disasters http://www.cardcanhelp.org/http://www.cardcanhelp.org/ One/Northwest http://www.onenw.org/http://www.onenw.org/

37. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Get the most out of TechSoup At TechSoup, you’ll find a range of technology services to help your nonprofit: – Read helpful articles in our Learning Center – Request donated software, hardware, and online services – Join our community forums to learn from your colleagues – Browse upcoming events and conferences

38. Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349 Thank you to our webinar sponsor! ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week: Monday 1:00 pm Mountain Standard Time (MST) Wednesday 9:00 am MST Thursday 1:00 pm MST Friday 9:00 am MST For more information: pages.readytalk.com/techsoup.html

39. talks! Thank you! Please complete the post event survey. For more information contact: Becky Wiegand becky@techsoup.org